Administrative Assistant

Paycom; Ventura (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Vista Real Charter High School is hiring an Administrative Assistant to provide varied clerical and confidential support across a multi-campus system. The role includes calendar management, compiling data for reports, and assisting with state-mandated testing and events.

The successful candidate will have at least 3 years of administrative experience, strong MS Office skills, and the ability to handle sensitive information with discretion, while working in a fast-paced educational environment.

Qualifications

• Strong proficiency with MS Office applications (Word, Excel, PowerPoint, email)
• High school Diploma or GED; college coursework or office administration training optional
• 3 years of increasingly responsible administrative support experience
• Experience in public or private sector supporting interactions with the public
• Typing speed 45 wpm or greater

Responsibilities

• Coordinate and facilitate special assignments such as graduations and school board meetings
• Provide calendar management, track time off requests and timesheets
• Assist with substitute teaching assignments and school events
• Prepare statistical information for reports and support testing requirements
• Attend school board meetings and take official minutes
• Maintain confidentiality of records and respond to inquiries
• Order office supplies and manage inventory
• Maintain security and confidentiality of testing data and records

Skills

MS Office

Organizational skills

Attention to detail

Communication

Independent & team work

Education

High school diploma or GED

Tools

MS Office

Job description

VISTA REAL CHARTER HIGH SCHOOLFull Time, Monday - Friday: 8 am - 4:30 pmHelp Us Change LivesWe live by the motto that “There is a Student in Front of Everything We Do” and we are very passionate about it. Do you have a passion to work with students? If so, then this is an exciting opportunity for you! You’ll have the opportunity to work with a diverse group of students supporting their growth and development. Remember the person who made a difference in your life? Now it’s your turn.Learn more about us at https://learn4life.org/How You Will Make an ImpactThe Administrative Assistant performs varied technical and confidential administrative support duties for the school. This Position will provide administrative services for a multi-campus and multi-educational program system within a network of affiliated Public Charter Schools.RESPONSIBILITIES/DUTIES: This list is illustrative only and is not intended to be a comprehensive list of tasks performed by this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.Coordinate and facilitate special assignments, such as graduations, school board meetings.Provide assistance and support to School Administrative Management (e.g. calendar management, track employee time off requests & timesheets, substitute teaching assignments, school events, student/parent meetings)Research and compile data from a wide variety of sourcesPrepare statistical information for use in reportsAssist staff with preparation of State mandated testingWork in conjunction with other divisions, departments regarding appropriate school and Organization practices (e.g. new hire orientation, employee benefits, payroll)Type, compose and edit correspondence, memos, letters, agendas and reportsAttend school board meetings, take minutes and maintain official minutes of meetingsBe an information source regarding school policies, procedures, and objectivesRespond to inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.)Receive calls and give out information where judgment, knowledge, and interpretation are utilized especially in the proper handling of confidential informationReceive employee calls reporting unplanned absences or tardiness; report information to Site ManagementRefer complaints and matters of concern to appropriate Management for follow up on resolutionReceive, review, and verify documents, records, reports, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and proceduresOrder office supplies and keep inventoryMaintain the security and confidentiality of specific records, information, and files (including testing data)Maintain petty cash (including receipt handling, fund distribution and tracking); work with the Finance Dept.Perform special assignments as directedAdhere to attendance policiesAdministrative duties, responsibilities, and activities may be assigned or changed from time to timeKNOWLEDGE, SKILLS AND ABILITIES:Ability to adapt to changing work prioritiesStrong planning and organizational skills with an ability to meet deadlines and schedulesAttentive to detailDemonstrate tact and courtesyAbility to work independently with little or no direction and within a team environmentStrong interpersonal skills; Work cooperatively with all persons communicating tactfully and effectively in both oral and written form.Ability to interpret and carry out complex oral and written instructionsAbility to interpret, explain, and successfully apply policies, procedures, rules, and regulationsSpeak and write effectivelyAble to apply good judgment in recognizing the scope of authority as delegatedAble to operate standard office equipment including typewriter, copier, computers, faxMINIMUM QUALIFICATIONS:Strong proficiency with MS Office applications (Word, Excel, PowerPoint, email)High school Diploma or GED equivalent; college coursework or office administration training3 years of increasingly responsible administrative support experienceWork experience in the private or public sector supporting successful interaction with the publicRecords managementData entry skillsTyping speed of 45 wpm or greaterTRAVEL: Ability to travel to affiliate school campuses.PHYSICAL REQUIREMENTS:Mental Demands: high workflow management, high project coordination.Finger Dexterity: using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.Talking: especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly.Average Hearing: able to hear average or normal conversations and receive ordinary information.Average Visual Abilities: ordinary acuity necessary to prepare or inspect documents or operate machinery.Physical Strength: sedentary work. Sitting most of the time, and occasionally exerts up to 10 lbs. of force (almost all office jobs).Frequent multi-tasking, changing of task priorities, repetitious exacting work required.Working in a noisy, distracting environment with frequent deadline pressures.